Audit of the Bureau of Diplomatic Security’s Administration of the Armored Vehicle Program

AUD-SI-17-21
    Report Contents
    Unclassified
    Unclassified
    Recommendation Number
    1
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop and implement a detailed armored vehicle program plan, with clear goals and obtainable objectives. The program plan should implement internal controls within all facets of the armored vehicle program, and define areas of authority and responsibility.

    Recommendation Number
    2
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security establish and fill a program manager position who, in conjunction with security personnel, will manage the Department’s armored vehicle fleet. Specifically, this person should be an experienced program manager who has an expert knowledge of internal controls and vehicle fleet management experience.

    Recommendation Number
    3
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop an action plan to implement and track a restructuring of the armored vehicle program. The action plan must have measurable goals and milestones, and include the development of detailed processes, policies, and procedures on the operations of the office and program.

    Recommendation Number
    4
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop and implement a strategy to address records management deficiencies related to the armored vehicle program.

    Recommendation Number
    5
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop a methodology to determine the recommended number of armored vehicles needed at overseas posts. This guidance should provide baselines established using a variety of factors, such as the number of individuals under Chief of Mission authority and local threat ratings.

    Recommendation Number
    6
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop and implement a process to periodically perform an independent validation of the adequacy of each post’s armored vehicle fleet size.

    Recommendation Number
    7
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop and implement a process to ensure that the Emergency Action Committee at each overseas post is conducting the annual fleet assessment in accordance with Department requirements.

    Recommendation Number
    8
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a methodology to facilitate the armored vehicle request process. The methodology should include metrics relating to response times, fulfillment of requests, and status updates for the requesting post or bureau.

    Recommendation Number
    9
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a centralized tool to track requests for armored vehicles. This tool should be able to maintain a complete list of requests and the status of the efforts to fulfill the requests.

    Recommendation Number
    10
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop, document, and implement a formal process for allocating armored vehicles to posts based upon need, request date, and threat levels.

    Recommendation Number
    11
    Closed Implemented $24,906,990 Significant

    OIG recommends that the Bureau of Diplomatic Security develop a utilization plan for the entire armored vehicle fleet that currently resides at domestic storage facilities, in order to prevent the unnecessary expenditure of funds, as that of the $24.9 million in costs wasted as a result of unused armored vehicles. The utilization plan should include estimated costs for repairing all armored vehicles that are currently not operational.

    Recommendation Number
    12
    Closed Implemented $26,440,294 Significant

    OIG recommends that the Bureau of Diplomatic Security develop and implement policy and procedures for the transfer of armored vehicles to other U.S. Government agencies, in order to prevent unnecessary expenditure of funds, as that of the $26.4 million in armored vehicles transferred to other U.S. government agencies at no cost. The policy should provide guidance to ensure that, to the extent possible, the Department receives reimbursement for the transfer of unused armored vehicles.

    Recommendation Number
    13
    Closed Implemented $536,159

    OIG recommends that the Bureau of Diplomatic Security determine the location or disposition of the five vehicles that OIG could not locate during its April 2016 physical inventory and adjust its inventory records accordingly.

    Recommendation Number
    14
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security implement bureau-specific policies and procedures for conducting an annual physical inventory of armored vehicles, including a documented reconciliation process.

    Recommendation Number
    15
    Closed Implemented Significant

    OIG recommends that the Bureau of Administration, in coordination with the Bureau of Diplomatic Security, complete and implement the module in the Fleet Management Information System that will enable the Bureau of Diplomatic Security to track and record the maintenance costs associated with all domestically located armored vehicles.

    Recommendation Number
    16
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security establish a system that documents requests for repair and maintenance of armored vehicles that are not “in service” and captures the data necessary for updating maintenance records until the Fleet Management Information System module is implemented (Recommendation 14).

    Recommendation Number
    17
    Closed Implemented

    OIG recommends that the Bureau of Administration update the Foreign Affairs Manual and the Foreign Affairs Handbook to require the use of the Fleet Management Information System for all armored vehicles.

    Recommendation Number
    18
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security, in conjunction with the Overseas Security Policy Board, update the Foreign Affairs Handbook to include a policy that mandates the use of armored vehicles that meet Overseas Security Policy Board standards for all individuals under Chief of Mission authority.

    Recommendation Number
    19
    Closed Implemented

    OIG recommends that the Assistant Secretary, Bureau of Diplomatic Security, provide guidance to each Chief of Mission underscoring the mandate that all personnel under Chief of Mission authority must use only armored vehicles that meet Overseas Security Policy Board standards.

    Recommendation Number
    20
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security, in conjunction with the Overseas Security Policy Board, develop an action plan to modify or replace the non-Overseas Security Policy Board standard armored vehicles currently in use at overseas posts so that the vehicles meet Overseas Security Policy Board standards.

    Recommendation Number
    21
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security develop and implement a policy requiring Regional Security Officers to perform and document a review of all armored vehicles arriving at post, regardless of agency, to ensure that each one meets Overseas Security Policy Board standards.

    Recommendation Number
    22
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security develop and provide training for all Regional Security Officers related to identifying whether armored vehicles meet required standards.

    Recommendation Number
    23
    Closed Implemented

    OIG recommends that Embassy Bogota institute a policy to restrict the use of Level B armored vehicles to only those areas that do not require armored vehicles for travel.

    Recommendation Number
    24
    Closed Implemented

    OIG recommends that the Bureau of International Narcotics and Law Enforcement Affairs develop and implement a process to ensure that Bureau of International Narcotics and Law Enforcement Affairs personnel at overseas posts procure armored vehicles that meet Overseas Security Policy Board standards for armoring, if these vehicles will be used to transport individuals under Chief of Mission authority.

    Recommendation Number
    25
    Closed Acceptable Alternative

    OIG recommends that the Bureau of International Narcotics and Law Enforcement Affairs develop and implement a methodology to identify all Bureau of International Narcotics and Law Enforcement Affairs armored vehicles at overseas posts that do not meet Overseas Security Policy Board standards for armoring and develop and implement a process to either limit the use of these vehicles or to replace or modify the vehicles so that they comply with standards.

    Recommendation Number
    26
    Closed Implemented

    OIG recommends that the Bureau of Administration develop guidance for posts to require that responsible officials at overseas posts periodically check that motor pool personnel are performing the daily and weekly routine checks of armored vehicles.

    Recommendation Number
    27
    Closed Implemented

    OIG recommends that the Bureau of Administration update the Foreign Affairs Manual to include a requirement for all overseas posts to develop and implement a mission policy to ensure that armored vehicles receive the required preventative maintenance.

    Recommendation Number
    28
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security develop and implement guidance for overseas posts on the construction and use of shelters for armored vehicles.

    Recommendation Number
    29
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security develop and implement an action plan to decrease the amount of time it takes to procure ballistic glass for installation in armored vehicles.

    Recommendation Number
    30
    Closed Implemented

    OIG recommends that Embassy Port-Au-Prince immediately begin using the Fleet Management Information System to record and track maintenance performed on official vehicles at post.

    Recommendation Number
    31
    Closed Implemented

    OIG recommends that Embassy Abuja immediately begin using the Fleet Management Information System to record and track maintenance performed on official vehicles at post.

    Recommendation Number
    32
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security update the current armored vehicle policy to define specifically what types of maintenance must be performed under an embassy employee’s observation.

    Recommendation Number
    33
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a process to ensure that appropriate Regional Security Office and General Service Office personnel receive training, including periodic refresher training, regarding the maintenance requirements for armored vehicles.

    Recommendation Number
    34
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a specific policy and implementing guidance on the process for overseas armored vehicle disposal, which should include an update to the required forms and clear instructions on the appropriate forms to be used to document the disposal, post Regional Security Officer approval, and Bureau of Diplomatic Security approval of the method of destruction.

    Recommendation Number
    35
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a specific policy and implementing guidance on the process for domestic armored vehicle disposal, which should include an update to the required forms and clear instructions on the appropriate forms to be used to document the disposal, Bureau of Diplomatic Security approval of the method of destruction, and a requirement for a cleared employee witness.

    Recommendation Number
    36
    Closed Implemented Significant

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a specific policy and implementing guidance on the process for overseas and domestic armored vehicle transfers to another agency, which should include an update to the required forms and clear instruction on the appropriate forms to be used to document the disposal, required approvals, and instructions for recording the transfers in the Integrated Logistics Management System.

    Recommendation Number
    37
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a process to ensure that all Regional Security Office personnel receive training, including periodic refresher training, regarding the disposal requirements for armored vehicles.

    Recommendation Number
    38
    Closed Implemented

    OIG recommends that the Bureau of Diplomatic Security, in coordination with the Bureau of Administration, develop and implement a process to ensure that all General Services Office personnel receive training, including periodic refresher training, regarding the disposal requirements for armored vehicles.